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What is safe mail?

A safe email refers to the use of secure protocols, technologies and methods to protect emails from unauthorised access and use. A safe mail setup is important to protect private and confidential information, especially in compliance with personal data protection laws and regulations.


Secure email and GDPR

The GDPR sets requirements for the protection of personal data, also when it is transmitted via e-mail. It is required that personal data is transferred in a secure manner and that appropriate technical and organizational measures are in place to protect personal data against loss, theft or unauthorized access. Here are four areas you should focus on:

  1. Encryption: Personal data should always be encrypted before it is transmitted via e-mail. This means that the data is encrypted and only those who have the necessary key can decrypt and read the content.
  2. Access Control: Email accounts containing personal data must be protected by strong passwords and two-factor authentication to prevent unauthorized access.
  3. Secure email services or software: Companies can use secure email services or software that comply with GDPR requirements and securely encrypt emails and attachments.
  4. E-mail policy: It may be a good idea to have a policy for the use of e-mail that describes how personal data must be transferred via e-mail and what security measures must be taken to protect personal data.

It is important to remember that the GDPR requirements cover all types of personal data and therefore appropriate security measures must be taken when transferring personal data via email. By following these measures, companies can ensure that personal data is processed and transferred in a secure manner and that they comply with GDPR requirements.

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Encrypted mail

Encrypted email is a form of email where the content of the message is coded so that only those who have access to the necessary key or code can decrypt and read the content. Email encryption is often used to protect sensitive or personal information in an email, such as personal data or confidential information. By encrypting e-mails, it is ensured that the content can only be read by the right recipient and that unauthorized persons cannot gain access to the information.

Encrypted mail usually requires that both sender and recipient have access to an encryption key or a code. This can either happen automatically if both parties use a mail client that supports encryption, or by sharing encryption keys and codes manually.


A safe mail solution

Getting a safe email is difficult because the internet is an open system and therefore exposed to a range of security risks, including hackers, phishing attacks and other cyber threats. These threats can potentially gain access to your emails and information if the necessary precautions are not taken.

To protect against security threats, it is important to follow best practice for secure email use, including using strong passwords, enabling encryption and authentication, and being alert to suspicious emails. In addition, it is necessary to keep your email client updated with the latest security updates.

Despite these precautions, it is not possible to guarantee 100% security on the Internet. Therefore, it is always important to be aware and cautious when using email and other online services.


How to get a safe email

To get a secure email solution, you have the following options:

  1. Choose a secure email provider: There are many email providers that offer secure email protocols and features, such as encryption, digital signatures and authentication. You should check which email provider offers the best possible security for your needs.
  2. Use a secure email client: there are also secure email clients you can download and install on your computer or mobile device that allow you to send and receive secure emails.
  3. Configure the security settings of your email account: you should also configure the security settings of your email account to achieve the best possible security. This includes updating your passwords regularly and avoiding sharing them with others.
  4. Use a virtual private network (VPN): a VPN can also help protect your emails by encrypting the data sent between your device and the internet connection.

Depending on your specific needs and security requirements, you should choose the best possible solution for you.

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A safe mail setup in your mail client

How to get a secure mail setup in your mail client:

  1. Use a strong password: Make sure you use a strong and secure password for your email account that contains both upper and lower case letters, numbers and symbols.
  2. Enable encryption: encryption protects your emails from unauthorised access when sent between devices. Make sure encryption is enabled in your email client.
  3. Set up authentication: authentication ensures that only you can access your email account. Make sure authentication is enabled in your email client.
  4. Use digital signatures: digital signatures confirm that emails have been sent by you and cannot be changed during transmission. Make sure digital signatures are enabled in your email client.
  5. Be aware of suspicious emails: be aware of suspicious emails, especially those with attachments or links, as this can be an indication of phishing attempts.
  6. Keep your mail client updated: make sure to keep your mail client updated with the latest security updates to ensure the best possible security.

Follow these steps to achieve a secure email setup in your mail client and protect your information from misuse.


The market’s best secure mail solution

A tool dedicated to sending mail securely can help you automate the secure sharing of personal information. There are several software solutions that offer secure email functionality, and the best choice depends on the company’s needs and requirements.

Here are some of the most popular software solutions for secure email:

  • ProtonMail: ProtonMail is a free email service known for its security and encryption. Emails on ProtonMail are end-to-end encrypted and protected by a strong password.
  • Tutanota: Tutanota is another free email service that offers end-to-end encryption. Emails on Tutanota are also protected by a strong password.
  • Microsoft Office 365: Microsoft Office 365 has a number of security features that make it a secure option for businesses looking to protect their emails. This includes multi-factor authentication and advanced protection features against phishing and malware.
  • Google Workspace: Google Workspace (formerly known as G Suite) also offers a number of security features, including end-to-end encryption, spam filtering, and malware protection.

However, some of these solutions are expensive and made for larger companies, which makes them complex and difficult to use for the general employee.


How we can help you

At Safe Onlines, we have developed an application for Microsoft e-mails, ShareSimple. ShareSimple makes it possible to share personal and sensitive data securely in Outlook so that it happens automatically. The program has been developed for small and medium-sized companies, which means that it is simple to install and user-friendly to use.

Read more about ShareSimple

Sebastian Allerelli

Founder & COO at Safe Online
Governance, Risk & Compliance Specialist
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